Work with data on a data access page
On the record navigation toolbar, click New
.
Note If you don't see the New button, it means one of the following:
The page does not support data entry.
The designer of the page has customized the button. Look for custom instructions on how to use the page, or contact the designer.
Type the data you want in the first field, and then press TAB to go to the next field.
When you are finished adding data to each field, save the record.
Note If you make a typing mistake, press BACKSPACE. To cancel your changes in the current field, press ESC. To cancel your changes to the entire record, click Undo
on the record navigation toolbar.
Click in the field you want to edit.
Note You cannot edit calculated fields and fields that are being used to group data. If you can't insert the input cursor inside any of the fields in the page, the page does not support edits.
Type the text you want to insert.
Save the record.
Note If you make a typing mistake, press BACKSPACE. To cancel your changes in the current field, press ESC. To cancel your changes to the entire record, click Undo
Important Once you delete a record, you cannot undo the deletion from the database.
On the record navigation toolbar, click Delete
.
Note If you don't see the Delete button, it means one of the following:
The page does not support deletions.
The designer of the page has customized the button. Look for custom instructions on how to use the page, or contact the designer.
Paste a hyperlink or hyperlink address
Navigate to a hyperlink or hyperlink address in one of the following ways:
Open a document that contains the hyperlink or the hyperlink address.
In a Web browser such as Microsoft Internet Explorer, go to the page that contains the hyperlink or hyperlink address.
Do one of the following:
In the document, select the hyperlink or the hyperlink address, and then click Copy on the Edit menu.
In the Web browser, select the address in the Address box or select a hyperlink address anywhere on a page, right-click the selection, and then click Copy Shortcut on the shortcut menu.
Open a data access page in your Web browser.
Place the insertion point in a text box that accepts hyperlinks on the page.
On the Edit menu, click Paste.
Navigate to an Internet shortcut (such as an icon on your desktop).
Right-click the Internet shortcut, and then use the right mouse button to drag the shortcut to a text box that accepts hyperlinks on the data access page.
Place the insertion point in a text box that accepts hyperlink addresses.
Type a valid hyperlink address. A hyperlink address can have up to four parts that are separated by the number sign (#):
displaytext#address#subaddress#screentip
The following example includes displaytext, address, and screentip. Note that it also includes the # for subaddress, which has been omitted:
Microsoft Corporation#http://example.microsoft.com/##Example page for Microsoft Corporation
Click Refresh
on the Microsoft Internet Explorer toolbar to see the hyperlink address displayed as a formatted hyperlink.
Add, change, or delete the path to a picture
Note The picture is not stored in the database. Rather, the path to the picture's location is stored in the database, and the picture is stored in a computer's file system.
Click inside the path field.
Do one of the following:
To add the path to the picture, type the path of the picture's location.
To change the path to the picture, edit the path.
To delete the path to the picture, select the contents of the field and press DELETE.
Notes
You cannot edit a field on a page unless the page supports edits.
The path can be a relative path, a path on your computer, a universal naming convention (UNC) path, or a uniform resource locator (URL). The type of path you should use depends on the requirements of the database.
If you want to delete the picture file, you must do so from its location in your computer's file system. See Microsoft Windows Help for more information about deleting files.
On the record navigation toolbar, click Save
.
Note If you don't see the Save button, it means one of the following:
The designer of the page has customized the button. Look for custom instructions on the page on how to save your changes.
The page is read-only and does not support additions or edits.
Undo changes when adding or editing records
To undo changes to the current record, click Undo
Note If you don't see the Undo button, it means one of the following:
The designer of the page has customized the button. Look for custom instructions on the page on how to undo your changes.
The page is read-only and does not support additions or edits.
Navigate between fields and records
The following table lists mouse techniques for selecting data or records. The following table lists keyboard techniques for selecting data or records. Note Your data access page might have a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component, which have their own methods of selection. To display Help for one of these components, click Help Select fields and records
To select
Click
Data in a field
Where you want to start selecting and drag across the data
An entire field
Three times within the field
A record
A field that belongs to the record
To select
Do this
Data in a field
Move the insertion point to the start of the text you want to select, and then hold down SHIFT and press the arrow keys to move to the end of the selection.
An entire field
Move the insertion point to anywhere in the field, press HOME, and then press SHIFT+END.
A record
Press TAB until a field that belongs to the record gets focus. 
on its toolbar.
Use the navigation buttons located on the record navigation toolbar to quickly move between records or a group of records on a grouped data access page. Note If you don't see the record navigation toolbar on your page, it means one of the following: All the records are displayed on the page, so the navigation buttons are not necessary. The designer of the page has customized the toolbar. Look for custom instructions on how to use the page, or contact the designer. Move between records
First record
Previous record
Record source and number
Next record
Last record
Sort, find, filter, or refresh data
You can sort data on a data access page, including data that's grouped. For grouped data access pages, you can sort the list of groups or the records within a group. Do one of the following: In an ungrouped page, click the field you want to use for sorting records. In a grouped page, expand the group that you want to sort, and then click the field you want to sort records on. Note When you sort records within a group, the sort order only applies to that group. It does not affect the order of records in other groups. For example, say a data access page is grouped by region, the region names are listed in ascending order, and under each region employees are listed in ascending order by their last name. If you display employee records for Mexico and then sort employees in descending order by last name, then the employee records for other regions will still be sorted in ascending order, as will the list of regions themselves. Do one of the following: To sort in ascending order, click Sort Ascending To sort in descending order, click Sort Descending Notes If the records are displayed in tabular format, simply click the label of the field you want to sort records on. The records will display in ascending order. To sort records in descending order, click the label again. If you browse to another data access page and come back to this page, you'll lose the sort order. The order in which numbers, text, and special characters are sorted depends on the database and your regional settings in Microsoft Windows Control Panel. This procedure doesn't apply to a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component. These features can be sorted independently from the rest of the data on the data access page, and may also support additional sorting capabilities. To display help for a PivotTable list, spreadsheet, or chart, click Help Sort data
. 
.
on its toolbar.
By using a filter, you can find records based on whether they contain a specific value in a particular field. For example, you can find all records that have "Germany" in the Country field. When you apply the filter, only the records that contain the value you selected will appear in the data access page. Once you remove the filter, all the records will be displayed again. For grouped data access pages, you can filter the list of groups (the group headings) or the records within groups. Do one of the following: Move focus to the field that has the value that you want to use to filter records. Click Filter By Selection Expand the group that you want to filter. Move focus to the field that has the value that you want to use to filter records. Click Filter By Selection The filter applies only to the current group. In other words, if a page groups customer orders by country, and you filter the records for Brazil that have a required date of 6/2/98, that filter applies only to the records for Brazil, not to the records for the other countries. To further narrow the subset of records, continue selecting fields and clicking Filter By Selection For example, if you want to see records only for customers in Germany with a required date of 5/12/98, select "Germany" in the Country field, click Filter By Selection, select "5/12/98" in the Required Date field, and then click Filter By Selection again. Notes If you select only part of the value in a field, the data access page still uses the entire field value for filtering. You can remove the filter and then reapply it during the same working session. If you browse to another data access page, you'll lose the filter. This procedure doesn't apply to a PivotTable list, spreadsheet, or chart. These features can be filtered independently from the rest of the data on the data access page and may also support additional filtering capabilities. For more information, click Help Find specific data by using a filter
on the record navigation toolbar.
on the record navigation toolbar for that group. until you have just the records you want.
on that component's toolbar.
You can reapply filters that you created earlier in the current working session. However, if you browse to another data access page after creating the filters, or if you navigate away from the records that are currently displayed, the filters will be lost. On an ungrouped page, click Filter Toggle On a grouped page, expand the group that you want to filter, and then click Filter Toggle Note This procedure doesn't apply to a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component. These features can be filtered independently from the rest of the data on the data access page, and may also support additional filtering capabilities. To display help for a PivotTable list, spreadsheet, or chart, click Help Apply an existing filter
on the record navigation toolbar. on the record navigation toolbar for that group. on its toolbar.
Click Filter Toggle Notes Removing a filter doesn't delete it. However, if you close or refresh the page, or move away from the current set of records, you will lose the filters on a page. This procedure doesn't apply to a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component. These features can be filtered independently from the rest of the data on the data access page, and may also support additional filtering capabilities. To display help for a PivotTable list, spreadsheet, or chart, click Help Remove a filter to show all records
on the record navigation toolbar.
on its toolbar.
Display the most current data on a data access page
If other users are entering data at the same time as you are, your data access page may not be displaying the most recent changes to the database. To see current data, refresh the page periodically.
Click Refresh
Caution If you click Refresh before you have saved your changes, Internet Explorer warns you that your changes may be discarded. You must click Cancel to prevent losing your changes to the current record.
Notes
If reloading the data takes a long time and you want to cancel the operation, click Stop
on the Internet Explorer toolbar or press ESC.
Your data access page might have a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component, which have their own methods of selection. To display help for the PivotTable list, spreadsheet, or chart, click Help
To use the following keys, press the TAB key repeatedly until the expand indicator or record navigation toolbar has focus. If a PivotTable list, spreadsheet, or chart currently has focus, press CTRL+TAB. Use shortcut keys on a data access page
Press
To
SPACE or ENTER
Expand or collapse a group of records that correspond to the expand indicator in a grouped data access page
LEFT ARROW or RIGHT ARROW
Select a button on the record navigation toolbar
SPACE or ENTER
Activate the selected button on the record navigation toolbar